COMPANY: Advisory Firm

POSITION: Executive Assistant

LOCATION: New York, NY (Hybrid 4:1 in office)

HOURS: 9 - 5 with some flex for OT as needed

COMPENSATION: $85-110K DOE + Benefits + Bonus Eligible

DEGREE: Required

Our client, a New York advisory firm, is looking for an Executive Assistant to support a team of executives. This role will act as a crucial liaison between internal/external stakeholders, managing information flow, and contributing to the overall effectiveness of the firm. The ideal candidate exhibits a high level of organizational skills, discretion, and professionalism.

Responsibilities of the EA:

Calendar Management

-Heavy calendar management across multiple calendars and time zones, ensuring seamless coordination for internal and external executives.

-Ability to quickly execute and effectively prioritize tasks, manage multiple deadlines, and maintain an organized and up-to-date schedule for executives. Strategically plan ahead by identifying long and short-term objectives to drive positive and meaningful outcomes for executives.

-Proactively anticipate scheduling conflicts and resolve them efficiently.

-Conduct basic research in preparation for meetings, ensuring all necessary materials and information are readily available to the executives.

Project Management

-Ability to visualize entire projects from start to finish, rather than just focusing on individual tasks, ensuring that all components of a project are aligned and contribute to the overall goals.

-Follow up on action items, monitor deadlines, and proactively address any issues or delays to ensure timely completion of tasks.

-Collaborate with team members to ensure that milestones are met and long-term objectives are achieved efficiently.

-Maintain Salesforce tasks and make timely updates, tracking progress and maintaining accurate records for the executive team.

-Keep contact lists current in Salesforce, ensuring that all information is up-to-date and organized.

Travel Management and Expense Reporting

-Coordinate travel arrangements, primarily domestic, including flights, cars, hotels, and other logistics.

-Closely manage detailed itineraries with attention to accuracy, ensuring alignment with team preferences and needs.

-Stay on top of real-time changes, including last-minute adjustments to travel plans, and proactively handle any issues that arise.

-Ensure all travel logistics are organized in sync with the executive’s schedules and meetings, accounting for time zone differences.

-Prepare monthly expense reports for executives.

-Serve as a backup for other Executive Assistants as needed, providing support during absences or high-demand periods.

Requirements of the EA:

-3+ years of experience at the executive assistant level in a professional environment

-Strong verbal and organizational skills; exceptional attention to detail

-Strong interpersonal skills with the ability to work effectively with remote team members

-High level of initiative and responsibility with a dedication to quality

-High degree of adaptability

-Proficiency in resources such as Concur, Salesforce, Box, Microsoft Suite and Zoom and Teams video platform

-BA Degree required